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KPI Spot Report

This page applies to: Analytics Add-on module

A KPI Spot Report focuses on a single metric, which is polled over time to alert you to any trends in your data. Therefore, a date filter must be applied in order to assess a trend over time.

Although a KPI Spot Report shows information for a single metric, you can co-display two spot reports to reveal trends. For example, you can create a separate KPI Spot Report for two different calendar years by applying a date filter that corresponds to each year. When the reports are displayed side-by-side, you can quickly assess any changes, such as an increase or decrease in the average (or total) value of the contracts written by your company.

In the example below, the average value of contracts written during the first quarter (Q1) of 2016 is being assessed to determine if contract values meet a target value of $200,000, which has been set as the company’s goal for all new contracts written in 2016.

1

Navigation Toolbar

Click on Reports to display a menu, and then select Reports to display the Report Browse screen.

2

New Report Types button

Click to display a menu, and then select Analytics Report to display a Novatus Analytics prompt.

3

Entity field list

  • Click in the field to display the Clause, Company, Project, and Request folders.
  • Click on the image108.png arrow for Company, drill down to the Contract folder, and then click on it.

4

Run button

Click to display the Analytics Report Builder containing the available fields for your report.

5

Available Fields list

Click on the icon for a category to display the fields in the category. For this example, click on the Contracts folder.

6

Metric field (value)

Locate a metric field you want to add to the report, and then drag-and-drop it into the Report Builder to add the field to the Columns list box. For this example, click on Contract Value and drag it into the Report Builder.

  Metric fields contain the icon and are typically number and date fields. A metric (number) field is needed for a KPI Spot Report.

7

Display icon

Hover over the right side of the column header until the image112.png icon displays, and then click on the icon to display the Column Quick menu.

8

Column Quick menu

Click on Aggregation to display the Aggregation menu.

9

Aggregation menu

Click on Average to select it. For this example, we are aggregating the average value of all contracts since the KPI Sport Report requires only one metric. The average YTD contract value in this example is approximately $273K, as of December 10, 2016.

10

Metric field (value)

Add a duplicate metric field to the Report Builder by following Steps 6-9. For this example, the duplicate field will be renamed and used to display a visual indicator of the trend in contract values over time.

11

Display icon

Hover over the right side of the column header until the image112.png icon displays, and then click on the icon to display the Column Quick menu.

12

Column Quick menu

Click on Format to display the Format menu.

13

Format menu

Click on Edit to display the Column Formatting window.

14

Report Fields Column menu

Ensure the second (duplicate) field is selected since this is the field whose name we are changing.

15

Display field

Click in the field and type over the existing text to rename the field. For this example, the new field name is Contract Value Indicator.

16

Close & Apply icon

Click on the image115.png icon to close the window and apply the formatting to the column.

17

Metric field (date)

Locate the date field you want to use as a filter for the report in the Available Fields list, click on it to select it, and then drag-and-drop it into the Filters panel. For this example, select Contract Created On since we are assessing the value of contracts over the past year.

  A date field is required for a KPI Spot Report.

18

Advanced Settings link

Click to display the Configure Filters screen.

19

Operators list

Make a selection in the list, based on how you want to define the condition(s) for the filter. For this example, select Between since we are defining a specific time period. See Filter Operators for a description of each operand.

20

Define Value link

Click to display the select Filter Value window.

21

Defined Value radio button

Select to define the dates for the time period covered by the KPI Spot Report.

The User Prompt option allows the report reader to define the time period. See Date Filter Value Options for more information.

22

Dynamic Date field (Start Date)

Disable the field by clicking on the icon to display a calendar icon, which allows you to select the start date for the time frame measured by the report.

Note: A Dynamic Date field can be configured so that the user either (1) enters the date manually or clicks on the Calendar Picker to select the date, or (2) provides the date using a plus (+) or minus (-) variance to the current date using seconds, minutes, hours, days, weeks, months, quarters, or years. See Date Filter Value Options for more information.

23

Calendar Picker

Click on the icon to display a pop-up calendar and use it to select the start date. For this example, the start date is 1/1/2016, or the first date of the year.

24

Dynamic Date field (End Date)

Disable the field by clicking on the icon to display a calendar icon, which allows you to select the end date for the time frame measured by the report.

The two dynamic date fields are used to format a start date and an end date. Therefore, it is recommended that you select the same option (enabled or disabled) for both date fields.

25

Calendar Picker

Click on the icon to display a pop-up calendar and use it to select the end date. For this example, the end date is 3/31/2016 since we are assessing contract values for the first quarter of 2016.

26

Submit button

Click to configure the date filter for the report.

27

Close & Apply icon

Click on the image115.png icon to close the window and apply the filter to the report.

28

Report field

Review the filtered value in the report field. For this example, the YTD average contract value of $273K was replaced with a quarterly average contract value of $173K, which is below the company’s $200K target goal for new contracts written in 2016.

29

Output tab

Click to display the Output view for the report.

30

KPI icon

Click on the icon to display the KPI window.

31

KPI Functionality icon

Click on the icon to enable the functionality and display the Metrics used to configure the KPI Report.

32

KPI Type list

Select Spot in the list since we are running a KPI Spot Report. The other options are Categorical and Time; however, the available options depend on the fields you have added to your report.

33

KPI Metric list

Make a selection in the list, depending on the metric you want to use in the report. For this example, Contract Value Indicator (duplicated field) is selected since we will display the icon in this field to avoid over-writing the value in the metric field (i.e., Contract Value).

34

Desired Trend list

Select Up in this field since we want to find out if there was an upward trend in contract values over the past year. The other options are Down and No Change.

35

Target Type

There are two options for defining the type of target used in the report:

  • Manual (default) – define the target value against which you want contract values to be measured (Step 36). For this example, we will define a target value of 200,000.
  • Field – select the field you want to use as the target against which contract values are measured. This field could be added to the Report Builder as a simple calculation.

36

Target field

Enter a target value for the contracts that will be included in the report. For this example, we enter 200000 into the field since this is the desired dollar value for each contract signed in the current year.

  This target value will be used as the basis for the report alerts (Step 42).

37

Setup category

Click the expand icon image123.png to display the setup options for the report.

38

Style list

Select Icon since we are using color-coded icons to identify report data that meets a condition.

  See Conditional Formatting Styles and Types for a list and description of other styles.

39

Icon Set list

Select the type of icon you want to use in your report: Traffic Lights, Arrows Up, Arrows Down, Ticks, or Shapes. For this example, Arrows Up will be used.

40

Type list

Select Value in the list to compare each contract value to the conditions specified in each alert (Step 42).

You could also select one of the other options (Compare Column, Percentage of Column, Percentage of Total, or Percentage of Max). See  Conditional Formatting Styles and Types for a description of other conditional formatting types.

41

Alerts category

Click the expand icon image123.png to display the options for setting up report alerts.

42

Condition #1

Use the fields to define the color coding for the arrow icons, which will define the contract value relative to the target value of $200,000 (Step 36).

  • Select Greater than or equal to in the Type list, and then enter 200,000 in the blank field. Since this is the target value, the top-level condition must include this value.
  • Select Green in the Color list to associate this positive color with the Greater than or equal to option. If the contracts written during Q1 2016 have an average value that is greater than (or equal to) $200,000, a green arrow icon will display in the report output.

  The available colors are green, blue, orange, and red.

43

Condition #2

  • Click the + Add Condition link, and then select Orange in the Color list to associate the next condition with a neutral color since this color will reflect a range of contract values.
  • Select Between in the second Type list. Enter 100,000 in the first blank field, and then enter 200,000 in the second blank field. If the contracts written during Q1 2016 have an average value that falls between these amounts, an orange icon will display in the report output.

  The values in the Greater than or equal to condition and the Between condition must overlap.

44

Condition #3

  • Click the + Add Condition link, and then select Red in the Color list to associate this negative color with the Less than or equal to option.
  • Select Less than or equal to in the Type list, and then enter 100,000 in the blank field. If the contracts written during Q1 2016 have an average value that is less than (or equal to) $100,000, a red arrow icon will display in the report output

  The values in the Less than or equal to condition and the Between condition must overlap.

45

+ Add Condition link

Click on the link if you want to add another condition.

46

Clear button

Click if you want to clear any conditional formatting you have added.

47

Refresh category

Click the expand icon image126.png to display the options for refreshing the report.

 

48

Refresh Settings radio buttons

  • If you want to manually refresh the KPI report, leave the default option (Manually) selected, and proceed to Step 55.
  • If you want Novatus to periodically update the KPI Report, select the Periodically radio button.

49

Frequency list

If you want to change the default frequency from Weekly, make another selection in the list. The options are Minutes, Daily, Fortnightly, Monthly, Quarterly, Biannual, Annually, and End of Month.

50

Day of Week List

If you want to change the default day of the week from Saturday, select another week day in the list to update the report.

51

Advanced Settings check box

Click to display fields that will allow you to specify the refresh date and time for the KPI Report.

52

Time Zone Region list

If you want to change the default time zone from GMT (Greenwich Mean Time), make the appropriate selection in the list. The options are Africa, America, Antarctica, Asia, Atlantic, Australia, Europe, Indian Region, Middle East, and Pacific Region.

53

Time Zone list

If you change the default time zone from GMT, you will be able to select from a list of options for your selected Time Zone Region.

54

Run Time fields

Use the Hour and Minute lists to set the exact time to refresh your report.

55

Close & Apply icon

Click on the image115.png icon to close the window and apply the conditional formatting to the data in the report column.

56

Report Data

View the data in your report, as represented by the Average Contract Value and Contract Value Indicator columns. The presence of the icon indicates that the contracts written during Q1 2016 had an average value that fell in the range of $100,000 - $200,000.

  If the average value of contracts was equal to or greater than $200,000, the icon would display. Conversely, if the average value of contracts was equal to or less than $100,000, the icon would display.

57

Report Legend

Review the legend for the KPI Spot Report, which interprets the icon display in the report.

58

Report menu

Click on Report to display a menu, and select Save to display a Save Report window.

59

Save Report window

Give the KPI Spot Report a name and enter a description, and then click Save.

In the screen shot below, the KPI report in the example above is shown on the left (i.e., KPI Spot Report – Contract Values Q1 2016) and a related report, entitled KPI Spot Report – Q2 2016 Average Contract Values is shown on the right. Both reports measure the same information, but during different time frames. The icon indicators provide a quick and easy way to interpret the data, while the values in the Average Contract Values columns provide specific dollar values for the metric tracked in the report.

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